ESBD_501491_1774625078641_EXHIBIT B - Supplier Response Template.xlsx
XLSX spreadsheet 40 KB Posted
- Attached to
- Compensation System
- Solicitation number
- 2603-002
- Issued by
- Texas
About this file
This is a Supplier Response Template (Exhibit B) for RFP 2603-002, a Compensation System procurement issued by Travis County Healthcare District (Central Health) in Texas. The RFP seeks a comprehensive compensation administration platform to serve approximately 2,300 employees with potential for rapid growth. The requested services include automation of the offer lifecycle and job architecture, job description management with collaborative editing workflows, compensation approval controls, skills-based career progression visualization, and pay equity analysis. The system must integrate with UKG Ready HRIS platform through API connectivity or SFTP file transfer, generate public-records-ready reports without vendor intervention, and support Texas Public Information Act (PIA) compliance. The implementation timeline requires system readiness by June 1, 2026, with an effective date of July 1, 2026. Evaluation criteria emphasize automation of the offer-to-approval workflow (30% focus), governance and public-sector readiness including audit logs and transparent equity calculations (25% focus), technology and analytics capabilities (15% focus), HRIS integration and scalability (10% focus), client support and data migration (10% focus), and understanding of objectives with fee structure alignment (10% combined focus).
Proposers must submit detailed fee proposals using the provided Excel template, clearly itemizing one-time implementation and setup fees, recurring administrative fees, and optional service charges. The RFP requires full transparency regarding compensation through a fee-only basis structure with no commissions. Vendors must provide assumptions underlying all fee estimates, including employee count (2,300), utilization rates, and specific services included in base fees, along with guaranteed fee periods and proposed mechanisms for annual adjustments post-initial term. Additional requirements include assignment of a technician within 24 hours of incident report, emergency backup access procedures if production systems are unavailable beyond two business days, migration of three years of historical data at contract termination, establishment of a minimum four-week UAT sandbox environment, and provision of regulatory compliance support including ERISA and FLSA auditing. References from three current clients are required, with at least one using a benefit plan similar to the option under Central Health consideration.
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RFP Supplier Response Template RFP 2603-002 Exhibit B - Supplier Response Template
| General Questionnaire Template | |
| RFP Instructions - Complete the information requested in the light yellow shaded cells for all tabs: RFP Supplier Response Template, Client Information, HSA, FSA and Fee Proposal. Please submit this Exhibit B - Supplier Response Template along with your proposal. | |
| RFP # | 2603-002 |
| RFP Title | Compensation System |
| RFP Submission Requirements | |
| Business Information / Company Background | |
| Business Name | |
| Federal Tax ID | |
| Address 1 | |
| Address 2 | |
| City | |
| State | |
| Zip | |
| Contact Name | |
| Contact Title: | |
| Contact Phone # | |
| Contact Fax #: | |
| Contact email: | |
| Business Website: | |
| Name/Title of individual authorized to contractually commit company | |
| Name/Title | |
| Products and/or service provided by business: | |
| Number of years in business: | |
| Duns #: | |
| Type of business entity (Corporation/LLC/LP/LLP/Other) | |
| In what state & year did your business organize in your current structure? | |
| Is business or parent publicly traded? | |
| Full legal name of parent or holding company, if any: | |
| Within the last 24 months, has your firm been acquired? With the last 24 months, has your firm acquired another organizations which increased gross revenues by 15% or more? If yes, please provide details on the other party involved, the services provided, and the stage of integration. | |
| Products and/or service provided by business: | |
| Provide an overview and details of your companies network | |
| Ability to Perform/Provide / Consultant Qualifications & Expertise | |
| Business Performance | |
| Provide a brief overview of the services your company offers for Compensation System | |
| Provide an implementation timeline and plan based on award of the business by June 01, 2026, with an effective date of July 01, 2026. | |
| How many accounts does your company currently manage that is comparable in size and scope to us? | |
| Demonstrate extensive experience and expertise in providing employee compensation services, particularly for public sector entities or organizations of similar size and complexity to Central Health. | |
| Provide proof of all necessary state and federal licenses and certifications required to provide the services outlined in this RFP. | |
| Evidence of Errors & Omissions (E&O) insurance with limits per occurrence. | |
| Indicate any subcontractors or partners, you are proposing to use, the length of the relationship and the services to be performed. | |
| References: Provide references (names, address and telephone numbers) for three (3) clients who are currently using your services. At least one reference should currently use a benefit plan similar to the Option being strongly considered by Travis County Healthcare District. Please indicate which specific services/programs they use. | |
| Reference 1 | |
| Organizations Name | |
| Contact Names | |
| Telephone numbers | |
| Type of services provided | |
| How long have you served this client | |
| Reference 2 | |
| Organizations Name | |
| Contact Names | |
| Telephone numbers | |
| Type of services provided | |
| How long have you served this client | |
| Reference 3 | |
| Organizations Name | |
| Contact Names | |
| Telephone numbers | |
| Type of services provided | |
| How long have you served this client |
Client Information
| Travis County Healthcare District Information | ||
| Eligibility Transfer Method | EDI - UKG Ready | |
| Plan Information | Current Company | |
| Plan Year | January through December | |
| # Employees | 2300 | ** Potential for rapid growth |
Comp System Questions
| Compensation System | |
| Question | Response |
| Functional Requirements and Workflow 30% | Focus: Automation of the offer lifecycle and job architecture. |
| Describe how your system automates the transition from "Offer Initiation" to "Final Approval," specifically how it tracks candidate counter-offers and negotiation history for audit purposes. | |
| Your internal mechanisms for ensuring client satisfaction and resolving issues promptly. Provide details on typical response times for inquiries. | |
| How does your system serve as the "single authoritative repository" for job descriptions. what is the workflow for Compensation to approve collaborative edits made by department leaders | |
| what is the workflow for the Total Rewards team to approve collaborative edits made by department leaders on job descriptions? | |
| Business or Customer Service center location & service hours | |
| Describe how your system technically enforces 'Compensation Approval' as a hard stop in the job description editing workflow. How does the system prevent a department leader from bypassing HR to finalize a description? | |
| Provide a case study or specific data showing how your platform has helped a similar-sized public entity achieve a measurable reduction (specifically 20% or more) in administrative 'time-to-offer' and manual data entry. | |
| Describe how your platform incorporates Artificial Intelligence (AI) or Machine Learning (ML) to enhance compensation accuracy and administrative efficiency. Specifically, address the following: Job Architecture & Mapping, Pay Equity & Bias Detection, Auditability & Transparency, Data Privacy. | |
| Detail how your platform visualizes skills-based career progression (vertical and lateral) and how it identifies specific "skills gaps" for individual team members. | |
| Governance, Auditability, and Public-Sector Readiness (25%) | Focus: Transparency, equity, and Texas public-sector compliance. |
| What is your experience working with public sector entities and understanding their specific regulatory and operational environments. | |
| Do you have an internal compliance team? If yes, please describe its staff and years of experience. | |
| How do you update your system and staff on new legislation or regulations? | |
| Explain how your system calculates internal equity. Is the logic "transparent" and configurable by Central Health to align with our specific standards? | |
| Confirm that your system displays internal equity data at the time of offer creation. How does the system flag potential pay compression before a hire is finalized? | |
| Describe the "immutable" nature of your audit logs. Does the system capture the specific rationale and approval for every exception to established pay ranges? | |
| Provide a specific example of how your system's 'public-records-ready' output has been used to satisfy a Texas Public Information Act (PIA) request. Does the system allow for the automated batching of these reports? | |
| State your willingness to operate on a fully transparent, fee-only basis to meet Central Health’s commitment to fiscal responsibility. | |
| are we able to dynamically configure data redaction templates (e.g., for employee-identifiable PII, while retaining public salary and grade data) based on Texas public records retention codes without vendor intervention? | |
| Technology, Reporting, and Analytics (15%) | Focus: Data visualization and ad-hoc reporting. |
| How does your system ingest and "age" third-party salary data (e.g., Salary.com or MGMA), and how are internal roles mapped to these external survey codes? | |
| Can Central Health administrators generate "public-records-ready" reports and custom ad-hoc analytics without vendor intervention? | |
| Describe your system's capability for "what-if" budget modeling and how it correlates turnover risk with salary positioning. | |
| Describe your reporting capabilities. Include copies of any standard reports. | |
| Describe your capabilities for providing detailed compensation analysis, utilization reports, and financial projections. Please provide examples of such reports. | |
| Explain the data logic your system uses to correlate turnover risk with salary positioning (compa-ratio). Is this an AI-driven predictive model or a static report based on historical exit data? | |
| Detail the system’s automated FLSA auditing tools. How does the system alert administrators if a job description's duties no longer align with its assigned FLSA exemption status? | |
| How are reports received? | |
| HRIS Integration and Scalability (10%) | Focus: HRIS System connectivity. |
| Describe the technology platforms and tools your firm utilizes for compensation administration, data analytics, and client communication. | |
| For your previous UKG Ready integration, did you utilize API connectivity, SFTP flat file transfer, or both? | |
| Describe the specific data types that you successfully tested for dynamic write-back from your system into UKG Ready, and provide a redacted example of the final integration documentation. | |
| Provide specific examples of prior enterprise integrations with UKG Ready. What were the primary challenges encountered, and how were they resolved? | |
| How does your firm uses technology to stay abreast of market trends and regulatory changes, and how this information is disseminated to clients. | |
| Confirm that all reports provided can be easily downloaded into a manipulable format (e.g., Microsoft Excel) to allow Central Health staff to further analyze and utilize the data. | |
| Clearly identify which compensation actions "write back" automatically to UKG Ready and which remain only within the CMS. | |
| Based on your experience with UKG Ready, identify the top three technical limitations or 'API bottlenecks' you have encountered. How does your system manage data latency to ensure 'Real-Time Equity Analysis' is truly real-time at the point of offer? | |
| What is your standard sync frequency with UKG Ready, and what are the "fallback procedures" if an integration sync fails? | |
| Client Support and Implementation Strategy (10%) | Focus: Data migration |
| Confirm your ability to perform a one-time migration of three years of historical data (including offer letters and rationale). What data mapping templates do you provide? | |
| Describe the architecture and data isolation of your proposed UAT 'Sandbox' environment. State your proposed timeline for establishing this environment mirroring our UKG data and confirmed final UAT success criteria , including how many users Central Health will be permitted for the minimum 4-week testing period. | |
| Confirm your ability to assign a technician within 24 hours of a report and provide "emergency backup access" if the system is down for more than two business days. | |
| Your confirmation of assigning a technician in 24 hours is noted. Describe your specific procedure for providing 'Loaner' equipment or emergency backup access to Central Health administrators if our production environment is not operational for more than two business days, as required by our SOW. | |
| Understanding of Objectives & Fee Structure (10% Combined) | Focus: Cost transparency and alignment with mission. |
| Clearly state all assumptions used to generate your fees, including the employee count (approx. 2,300), utilization rates, and specific services included in the base fee. | |
| Confirm that all system data and configuration logic will be exported to Central Health at no additional cost upon contract termination. |
Fee Proposal
| Fee Structure and Transparency | Proposers must submit a clear and comprehensive fee proposal. We require the use of this provided Excel template for the fee schedule. | |
| Clearly itemize any one-time implementation or set-up fees associated with onboarding, system integration, or initial plan establishment. | ||
| State your administrative fee and specify its cadence (e.g., monthly, quarterly, annually). | ||
| A detailed breakdown of all fees associated with the services outlined in this RFP, including any recurring fees, one-time charges, and fees for optional services, including integration development or maintenance fees | ||
| List any performance guarantees or incentives tied to cost savings or other metrics. | ||
| Indicate if there is a minimum monthly fee or a minimum annual fee that applies regardless of employee count or utilization. | ||
| Specify your Annual Renewal Fee for ongoing services. | ||
| Preparation of Plan Documents | ||
| Central Health requires full transparency regarding all forms of compensation. State your willingness to operate on a fully transparent, fee-only basis. | ||
| Length of time your fees are guaranteed not to change | ||
| Following the initial guaranteed fee period, what is your proposed mechanism for annual fee adjustments (e.g., CPI-based, fixed percentage, re-negotiation)? Please describe any caps or limits on such increases. | ||
| Describe your standard payment terms (e.g., net 30 days). Provide a sample invoice and explain your invoicing frequency and process. | ||
| Please clearly state all assumptions used in generating your estimated annual fees for the first three years (e.g., number of employees, utilization rates, specific services included in the base fee). Any deviations from the RFP's stated parameters should be highlighted here. | ||
| Estimated Annual Fees | For the Estimated Annual Fees (First, Second, and Third Year), please clearly state all assumptions used in generating these figures (e.g., projected employee count, expected utilization, specific services included in the annual total). Any deviations from the RFP's stated parameters should be highlighted. | |
| Estimated First Year Fees : | ||
| Estimated Second Year Fees | ||
| Estimated Third Year Fees | ||
| Additional Services | Included/Not Included | Associated Fees |
| Electronic Education Materials | ||
| Beyond basic electronic education materials, describe any interactive or personalized employee communication tools, portals, or mobile applications you provide to enhance employee understanding and engagement with their benefits. Are these included in the base fee or an additional cost? | ||
| What regulatory compliance support (e.g., ERISA, state mandates, FLSA) does your firm provide? Detail any compliance audits, legislative updates, or training sessions offered, and whether these are included in the base fee. | ||
| Note: All fees, including current, are net of commissions. |
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